How to Write a Letter Terminating an Employee While on Probation

by D. Laverne O'Neal, Demand Media

Many employers institute a probation period for employees new to the company. The probationary period gives you, the employer, a chance to see whether the new hire's skills, abilities and work style suit his position. To ease the process of terminating an employee while he is on probation, clear communication to the employee is critical. He must understand what a probation period is, how long it lasts, how he will be evaluated and what the work expectations are.

Probationary Period Explained

Probation periods are often structured to be 30 to 90 days long. During the probation period, the employee's immediate manager or supervisor typically monitors the employee's performance, timeliness, attendance, attitude and, when appropriate, appearance. During this period, typically, new hires are not entitled to fringe benefits.

Communicating Expectations

Provide an orientation to the company as a whole, as well as to the department, so that the new employee understands his role and how he contributes to achieving the goals of the company. The new hire's manager should meet with the employee and provide to him a checklist of expectations for the probationary period and beyond. During the meeting, each item on the list should be reviewed. The employee should be encouraged to ask questions, and the manager should answer those questions thoroughly. Ideally, the supervisor will have the employee sign and/or initial the checklist to indicate his understanding of the document. Employee and supervisor should undergo a similar process relative to the terms of the probation. The employee needs to comprehend which actions or omissions can lead to a dismissal during probation.

Consult the Supervisor and other Superiors

If anyone other than the employee's supervisor is writing the termination letter, she should consult with the new hire's superiors to get specifics as to how he has violated the probation terms. When you write the letter, you want to be sure you can tie every transgression to a provision in the probation document.

Write the Letter

Print the date of the letter prominently and address the document to the employee, using his full name. In the first paragraph, get to the point. State clearly that the employee is to be terminated because he has not met the standards established for surviving his probationary period. List the specifics of the case. Cite language from the probation description document, and give examples in clear language of how the employee violated one or more of the terms. State clearly the date -- and time, if applicable -- by which he should have cleaned out his workspace and left the premises. State also through what date he will be paid and on what date his final check will be issued.Express your regret that the hire was not a good fit, and wish him the best of luck in future endeavors.

About the Author

D. Laverne O'Neal, an Ivy League graduate, published her first article in 1997. A former theater, dance and music critic for such publications as the "Oakland Tribune" and Gannett Newspapers, she started her Web-writing career during the dot-com heyday. O'Neal also translates and edits French and Spanish. Her strongest interests are the performing arts, design, food, health, personal finance and personal growth.

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